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V -- Dayton VA Medical Center - Valet Parking - Attachment

Notice Date
Notice Type
812930 — Parking Lots and Garages
Contracting Office
Department of Veterans Affairs;NCO 10;3140 Governor ôs Place Blvd., Suite 210;Kettering OH 45409-1337
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Jennifer Bowden
E-Mail Address
Small Business Set-Aside
Service-Disabled Veteran-Owned Small Business
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25018Q0748 Posted Date: 13 September 2018 Response Date: 05 October 2018 by 14:00, EST Product or Service Code: V999 Set Aside: SDVOSB NAICS Code: 812930 Contracting Office Address Department of Veteran Affairs NCO 10 3140 Governor s Place Blvd., Ste 210 Kettering, OH 45409 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-100. The associated North American Industrial Classification System (NAICS) code for this procurement is 812930, with a small business size standard of $38.5 Million. To receive consideration as a SDVOSB, the firm must be registered in the VIP database at www.vip.vetbiz.va.gov at the time of submitting quotes and at the time of award of contract. Unregistered SDVOSB s will not be considered and will not be evaluated. All interested companies shall provide quotation(s), for the following: PERFORMANCE WORK STATEMENT (PWS) Contract Title: Valet Parking Services at Dayton VAMC Background: To increase patient satisfaction with our Medical Center - Valet Parking Services are provided to assist the elderly and the frail with obtaining entrance to their healthcare as well as provide comfortable parking for their family members and visitors to hereby increase overall satisfaction Scope: This solicitation is intended to result in the award of a firm-fixed price performance-based contract award. Any contract awarded as a result of this solicitation will be evaluated on a Best Value basis. Best Value is defined as most advantageous to the Government, price and other factors considered. Offerors must submit information in addition to pricing data, including separate full technical proposal. This information is required to receive consideration for award. Additional guidelines for evaluation of proposals received n response to this solicitation are specified in FAR 52.212-2. All services shall be performed in accordance with industry standards, all terms, conditions, schedules, provisions and requirements of this solicitation and any resultant contract. The Department of Veterans Affairs Medical Center (Dayton, OH) has a requirement for Valet Parking to alleviate the parking problems experienced by Veteran patients and patient visitors at the facility. This is due to distance of available parking in relation to the hospital Main entrance. The contractor shall be completely liable and responsible for ticketing, securing keys, parking, delivery, and directing certain valet vehicles to and from the valet greeting areal, for the period specified in accordance with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resultant contract. The contractor will be required to assess the current VA parking situation, and take into consideration all provided government space and equipment as described herein. The contractor shall operate from the hospital Main entrance driveway where contractor employees shall offer valet parking to Veteran patients who show patient identification and for patient visitors. The parking lot located west of Building 330 and 315 will be used for valet parking. There is an estimated 400 spaces and all parking areas are ground level there is no tiered parking. This area is used for some self-parked vehicles (including employees) on a first-come first-serve basis. A designated area for approximately 100 plus spaces will be identified for use exclusively for Valet. The contractor is needed to park and/or aid in parking to Veteran patients and patient visitors, five days per week between the ours of 07:00 to 17:00 EST. Upon award, the contractor shall be required to implement their proposed plan and carry it out on a day-to- day basis for the duration of the contract. The contractor shall have thirty (30) calendar days after this contract is awarded in which to set up operations, finalize staff requirements (including Government-administered background investigations), etc. At the end of this thirty (30) day period, at the latest, full operations are to begin. Specific Tasks: The contractor shall valet park vehicles for patients with appointments and patient visitors, except for those vehicles that the contractor deems appropriate for self-parking or vehicles whose patients/patients; caretakers request self-parking. Vehicles requiring Valet Parking shall be stopped by the contractor s employee designated as a greeter, who will ask the drive for patient identification (VA Patient Data Card with photo) and the estimated time of departure. A claim check will be given to the driver. All vehicles parked by the contractor s parking attendants shall be locked and secured. Drivers keys shall be secured at the valet booth. It is the contractor s responsibility to refuse valet parking to VA employees, VA volunteers, contractors and /or vendors. The contractor is responsible for parking control and monitoring in the designated parking lots assigned to the operation by responding to alerts or emergencies, by aiding injured or stranded persons in emergency activity to the VA Police immediately. It is understood that the number of vehicles indicated herein are estimated quantities and may fluctuate during the contract period. Contractor shall provide sufficient number employees to meet the needs of the VA. The contractor shall have management control of vehicles entering the designated valet parking area(s) to maximize space available and facilitate smooth operations. Patients driving buses or large vans shall be permitted to park their own vehicles in the area deemed to be most convenient and practical to the parking operations, as determined by the contractor s parking attendant. The contractor shall be notified in advance of any dedicated events which might cause parking problems due to many visitors to the Medical Center Performance Monitoring: The contractor shall staff the valet parking operation with an appropriate number of employees as required demonstrating an efficient and safe operation. An efficient operation is defined as valet parking the vehicle within 10 minutes and retrieving the vehicle within 10 minutes 95% of the time. The contracting Officer s Representative (COR) will audit the turnaround time to assure contractor compliance. The contractor s ability to manage the traffic flow will be periodically audited to assure the contractor is putting the Veteran first and is providing a safe and efficient operation. Reports: The contractor shall submit monthly reports directly to the COR within five (5) days of the month s end. Reports to the COR shall be hand delivered or emailed. The reports will include but not be limited to the following Summary of the number of vehicles valet parked, by date and sorted by morning and afternoon. The report shall identify the peak hours during the day and how many cars were parked during those peak hours. A final summary sheet which will include the total number of vehicles from the lots utilized. The report will include a total number of VA patients who identified themselves as first time patients and therefore were not able to provide the required patient Identification. The report will indicate by date, any unusual events of the day. The contractor will include any incidents of accidents or special situations with patients, visitors, VA employees or VA volunteers. Report or incidents in which the assistance of the VA Police was requested. The reports must be legible and easy to understand. Reports should be signed by the Supervisor and/or authorized representative of the Contractor. Contractor may provide for approval a sample of the types of report forms used on similar projects. Security Requirements: Any claims or damages or missing/stolen property involving customers vehicles will be the responsibility of the contractor. The VA assumes no responsibility for any damage to the patron s vehicles caused during the performance of the Contractor s services or for any such claims. All contract employees must be covered by fidelity bonding. Contractor shall be held completely responsible for lost keys and any costs associated with the same. All customer claims shall be directed to and handled by the supervising contractor who will immediately notify the COR Corrective actions to resolve all claims shall commence immediately. All claims shall be settled within fourteen (14) working days, unless extenuating circumstances warrant additional time and is authorized by the Contracting Officer may withhold payment. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): The Government will work with the contractor to establish the designated area for the contractor- provided booth for the valet parking operation at the Main hospital entrance of the medical center and to determine the specific wording of any signs uses as part of the valet parking operation. The Government will provide electrical power to the valet booth for contractor s use. The Government will provide mandatory facility orientation training to all contracted employees assigned to this contract, to include HIPPA, health, fire and safety, and emergency procedures at the medical center. The Government will provide the contractor the use of VA Escort Service to be the main person responsible for making sure wheelchairs are available in the front lobby area for patient use. The valet parking staff should only minimally help the patients in and out of their vehicles. The valet parking staff should not transfer patients into chairs or take them to appointment destinations. The Government will provide suitable storage near the Main Hospital Entrance area for signs, wheelchair, etc., to meet daily operational needs. Training/Licenses: The VA Medical center will provide orientation training on VA policies and procedures. All parking attendants shall be required to attend a facility orientation program on fire and safety, health, HIPPA, Disaster procedures, reporting, contractor appearance and emergency procedures on a mutually agreed date. The initial training will be scheduled at a post award meeting to be conducted on a mutually agreeable date. Training for valet attendants hired thereafter will conduct within 30 days following issuance of the VA Medical Center identification badge. (Note: The 30day rules apply to all Valet Attendants hired after initial program implementation.) All contracted parking attendants must possess and maintain a valid State of Ohio driver s license, and speak fluent English. The contractor is responsible for ensuring Contractor employees providing work under this procurement are fully trained and completely competent to perform the work. The Contractor must provide the Cor with copies of all training documents which establishes the attendant s competence to perform the required duties at the VA Medical Center. The VA will monitor the contractor employees work to ensure contract compliance. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove any contractor employee who does not comply with the requirements of this procurement, including orientation requirements and/or meeting competency requirements for the work being performed. The contractor is required to provide customer service training to contractor employees providing services under this procurement. Other Pertinent Information or Special Considerations: Background Screenings: In accordance with VHA Directive 0710 all contractor personnel providing services under this contract shall be the subject of a background screening and must receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: SAC (Special Agency Check). Any employee whose background investigation yields unfavorable results is required to be removed from performance of this contract immediately. The parties agree that Contractor personnel shall not be considered VA employees or agents for any purpose and shall be considered employees of the Contractor. The contractor shall understand fully and relay to all employees performing services under this contract that nay crime or other legal infraction taking place on VA property is subject to prosecution at a Federal level. Contractor shall include specifics of a background investigation process in their proposal. At a minimum, this process shall mandate a check of the employee s driving record, drug screen, and a check of the employee s criminal record. The results of these screening should be made available to the Contracting Officer or COR upon request. NO CONTRACTOR EMPLOEES WILL BE EXEMPT FROM THIS REQUIREMENT. Any proposal that do not include this information will be ineligible for award. The contractor is to detail the complete background investigation process. But will not be required to submit any individual results with their proposal (though all employees hired by the contractor must be screened after award.) HHS/OIG To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal healthcare programs, the contractor is required to check the Health and Human Services-Office of Inspector General (HSS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. Policy All parking attendants shall be trained in providing excellent customer service demonstrating courtesy, kindness, and caring. Contractor s employees shall be well groomed, neat and clean in appearance. The Medical Center reserves the right to deny any attendants inappropriately attired, etc., to work on VA property. The VA Medical Center is a drug free workplace. There will be NO SMOKING in VA Medical Center buildings, near entrances, the Valet vehicle drop off area or in vehicles being driven and parked by Valet attendants. Failure to comply with the VA No Smoking policy by attendants could result in a monetary fine of $250.00 for each offense and/or termination of the attendant s eligibility to perform services under this contact on VA Medical Center properties. And to repeat, a NO TIPPING sign shall be furnished and installed by the contractor. No tipping shall be strictly enforced. Contractor s employees are restricted from accepting tips of any kind. Proposed hours of operation are 07:00 to 17:00, EST Monday through Friday, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a Federal Holiday. At 17:00, the contractor s parking attendant shall turn over any keys of any vehicles still on the premises after valet parking hours to the VA Police. Owners of these vehicles will pick up their keys at the VA Police Dispatch Office located in Building 330, Room 1D-144, off the main lobby area Risk Control: Contractor shall be required to provide and maintain insurance on all services and employees who will be providing services under this procurement. Insurance shall include but not be limited to the minimum amounts sated in this solicitation in accordance with the FGAR regulations including FAR 52.228-5, Insurance-Work on a Government installation, and VAAR 852.228-71, Indemnification and Insurance. Supplemental insurance requirements are as follows: Workers compensation and employer s liability: Contractors are required to comply with applicable Federal and State worker s compensation and occupational disease statutes. Anticipated amount is $100,000 Workers Compensation Each Accident and Each Employee/Valet and $500, 000 Workers Compensation Disease- Policy Limit or maximum allowed for the services being performed by law. Employer s liability coverage of at least &100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. General Liability: $500,000 per occurrences. Automobile Liability: $200,000 per person; $500,000 per occurrences for bodily injury and $20,000 per occurrence for property damage. The contractor must provide the Contracting Officer insurance certificate(s) evidencing the required minimum coverage s prior to commencing work under this contract. The Department of Veterans Affairs shall also be named as an additional insured on the above and the insurance must be maintained during the entire performance of the contract. The policy to provide that the VAMC will be notified at least thirty (3) days prior to any cancellation or reduction of coverage. As noted herein, the Contractor shall be held responsible for all claims or damages caused during the performance of the Contractor s services. Place of Performance: Dayton VA Medical Center | 4100 W. Third St. | Dayton, OH 45428 Period of Performance: Base Period: November 2, 2018 thru November 1, 2019 Option 1: November 2, 2019 thru November 1, 2020 Option 2: November 2, 2020 thru November 1, 2021 Option 3: November 2, 2021 thru November 1, 2022 Option 4: November 2, 2022 thru November 1, 2023 Delivery Schedule CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE 0001 Valet Parking 1 YR 1001 Valet Parking 1 YR 2001 Valet Parking 1 YR 3001 Valet Parking 1 YR 4001 Valet Parking 1 YR GRAND TOTAL: ______________ CLAUSES AND PROVISIONS The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (Jan 2017) FAR 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (Apr 2014) 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011) 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) 52.217-8, Option to Extend Services (NOV 1999) 52.217-9, Option to Extend the Term of the Contract (MAR 2000) 52.228-5, Insurance-Work on a Government Installation (JAN 1997) 52.232-18, Availability of Funds (APR 1984) VAAR 852.203-70, Commercial Advertising VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors VAAR 852.215-71, Evaluation Factor Commitments (DEC 2009) VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance, (Jul 2018) VAAR 852.232-72, Electronic Submission of Payment Requests VAAR 852.237-70, Contractor Responsibility FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (AUG 2018) The following subparagraphs of FAR 52.212-5 are applicable: FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) FAR 52.233-3, Protest After Award (AUG 1996) FAR 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) FAR 52.204-14, Service Contract Reporting Requirements (OCT 2016) FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (JUL 2013) FAR 52.219-13, Notice of Set-Aside of Orders (NOV 2011) FAR 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) FAR 52.219-28, Post Award Small Business Program Rerepresentation (JUL 2013) FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26, Equal Opportunity (SEPT 2016) FAR 52.222-35, Equal Opportunity for Veterans (OCT 2015) FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) FAR 52.222-37, Employment Reports on Veterans (FEB 2016) FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-50, Combating Trafficking in Persons (MAR 2015) FAR 52.222-54, Employment Eligibility Verification (OCT 2015) FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013) FAR 52.222-17, Nondisplacement of Qualified Workers (MAY 2014) FAR 52.222-41, Service Contract Labor Standards (MAY 2014) FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) FAR 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) FAR 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors-Commercial Items (JAN 2017) FAR 52.209-7 Information Regarding Responsibility Matters (JUL 2013) FAR 52.217-3 Evaluation Exclusive of Options (APR 1984) FAR 52.233-2 Service of Protest (SEPT 2006) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008) VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) FAR 52.212-2, Evaluation Commercial Items (Oct 2014) BASIS FOR AWARD The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors, listed in descending order of importance, will be used to evaluate quotes: Experience, Quality Control, Past Performance and Price. When combined Experience, Quality Control and Past Performance are significantly more important than the Price Factor. It should be noted that award can be made to other than the lowest priced vendor, if the Government determines that a price premium is warranted due to merits of the non-price factor. Price alone will not be the primary determining factor, and the eventual award will not be based on low price alone. FACTORS TO BE EVALUATED Non-price Technical Evaluation factors (in descending order of importance): Experience Quality Control Past Performance Price related factors Price NON-PRICE TECHNICAL EVALUATION FACTORS The Technical factor consists of: experience, quality control. Technical proposals will be rated either acceptable or unacceptable. Each element must be rated acceptable to receive an overall acceptable technical rating. Proposals must separately address each element to be considered responsive to this solicitation. Technical quotes will be rated either acceptable or unacceptable. Each element of experience and quality control must be rated acceptable (proposal clearly meets the minimum requirements of the solicitation) to receive an overall acceptable technical rating. Quotes must separately address each element to be considered responsive to this solicitation EXPERIENCE Offers must address the following topics. Offers that do not address each topic will be rated unacceptable. Describe in detail for each element below: the vendor must demonstrate that it has successfully performed at least three (3) similar contracts with the past three (3) years. QUALITY CONTROL Offers must address the following topics. Offers that do not address each topic will be rated unacceptable. Describe in detail for each element below: Submit a copy or outline of quality assurance plan showing how the project will be controlled to maintain staffing to meet the performance objective Provide a copy of Driver licenses to operate vehicles in Ohio Provide documentation describing the organization s qualifications requirements for its drivers and the methods in which employees qualifications are evaluated to include re-evaluations periods and methods. PAST PERFORMANCE EVALUATION APPROACH The Past Performance Approach will be evaluated based on PPIRS for the last 3 years and other Government sources for quality, timeliness, and relevance (i.e., experience in providing services similar in size, scope, and complexity as described in the PWS.) The Government will make determination of relevance. In the case of a vendor without a record of relevant past performance or for whom information on past performance is not available, the vendor may not be evaluated favorably or unfavorably on past performance. PRICE EVALUATION APPROACH: Price proposals will be evaluated and ranked according to price, from lowest to highest. Price will not be evaluated other than to ensure price reasonableness and determine availability of funds. The Government shall evaluate price to determine whether it is considered fair and reasonable based on FAR 13.106-2. Options. The Government will evaluate offers for award purposes by adding the total price for all options, to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s) RATING SCALE & DEFINITIONS RATING DEFINITION Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Unacceptable Proposal does not meet requirements and contains one or more deficiencies. FAR 52.212-3, Offerors Representations and Certifications Commercial Items (Nov 2017) Offerors must complete annual representations and certifications on-line at http://www.sam.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a purchase order because of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." Any questions or concerns regarding this solicitation should be forwarded in via e-mail to: Jennifer Bowden jennifer.bowden@va.gov. Submission shall be received not later than 14:00, EST on 05 October 2018 via email to Jennifer Bowden, jennifer.bowden@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).
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Place of Performance
Address: Department of Veterans Affairs;Dayton VA Medical Center;4100 W. 3rd St;Dayton, OH
Zip Code: 45428-9000
SN05087625-W 20180915/180913231206-5d3d6deba51885890ab0e0218f5924c1 (fbodaily.com)
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